How to Stay Productive Without Overwhelm

Here's a simple approach to managing task overwhelm that worked for me in the cockpit and can work for you: When multiple important tasks compete for your attention, focus on the "next closest alligator to the boat." In other words, tackle the most immediate threat first. This approach forces us to make smart, quick decisions when time and mental energy are limited. Here's why this method is so effective: ✔️ It prevents decision paralysis. Instead of getting stuck trying to solve everything at once, you take decisive action. ✔️ It ensures constant progress. By focusing on one task at a time, you're always moving forward. ✔️ It reduces stress. Breaking big challenges into smaller, actionable steps makes them feel more manageable. This mentality is my go-to when it comes to big overwhelming goals where it feels like I need to tackle 100 things. You can't fight all the alligators at once, but by starting with the closest threat, you'll make steady progress even in the most challenging situations. << What's your go-to method for prioritizing when you're feeling overwhelmed? >> 🎥 I don't have a video of alligators swarming a boat so you get dolphins 😁 ------------------------ Hi, I'm Michelle. I'm a former fighter pilot turned speaker, author, and coach. If you found this helpful, consider reposting ♻️ and follow me for more content like this.

I want to share a strategy that has been a game-changer for me 🔥 As a founder, I have to handle so many different types of tasks that my head spins with overwhelm. One minute I am paying invoices, next minute reaching out to potential partners, then working on marketing strategies, fundraising, writing social media posts, creating asana tasks for my team, doing research, and writing code. Some days I would be so randomized that nothing would get done. The way I worked had to change! 😫 I created categories for the types of work I do. My categories are: 👉 Writing (posts, pitches, blogs, letters, grants) 👉 Admin (accounting, banking, asana work, legal stuff) 👉 Research (communities, partnerships, competitors, grants) 👉 Contact (networking, partners, emails) 👉 Dev Work (write code, video, website) Then I made sure I have a time block of at least 2 hours, and got to work. The key is to: 1) turn off all notifications, phone and laptop 2) remind yourself that this is a Writing day (for example), and give yourself permission not to think about all the Research and Admin tasks you have to do - those are for another time block. Extra nerd points for creating an Asana board for all your tasks, with each category as a column. 🤓 I feel so much less stressed as a result, and you can too! Do you have strategies that work for you? I am always looking for tips #efficiency #stressmanagement #overwhelm #founders #founderjourney

Burnout and overwhelm aren’t necessarily about working too much. You may be draining energy in ways you don’t even realize. Here are 6 simple but powerful hacks I used as a Big Law partner to help stay sharp, productive, and sane: ✅ Shorten Your Meetings – Schedule them for 45 or 50 minutes instead of a full hour. Give yourself a cushion between meetings to reset, take notes, or just breathe. ✅ Move Every 50 Minutes – Set a timer to get up, stretch, or take a walk. Research shows that sitting for long periods leads to fatigue and brain fog. Movement keeps you energized and gives your brain a well deserved rest. ✅ Limit Video Calls – Studies show that video calls are more exhausting than voice calls due to increased cognitive load and the pressure of being on camera. If a video call isn’t necessary, opt for a phone call (or simply don’t go on camera) instead. ✅ Take Walking Meetings – If you don’t need to be at your desk, take the conversation outside. Walking boosts creativity and problem-solving while reducing stress. ✅ Say This More Often — “No” and “I Have a Hard Stop” – Overcommitment leads to burnout. Whenever possible, say no to things that don’t align with YOUR priorities. And when you do commit, set clear boundaries: “I have a hard stop at 3:50.” No excuses, no apologies. ✅ Protect Time in Your Calendar — In this era of shared calendars, when people routinely put meetings and other commitments on your calendar if it looks like you’re open, it’s important to protect YOUR priorities. If you need two hours in the morning to work on a project, block that time off in your calendar. Do the same with a lunch break, even if you don’t have plans with somebody else. If you don’t protect your time, I guarantee that no one else will. Reach out to discuss how you can start using these hacks and other ways to stay productive AND avoid burnout and overwhelm. You’ve got this! #BurnoutPrevention #WorkSmarter #BlueCollarWorkEthic #BeElite

Ever feel like there’s too much to do and not enough time to do it? You’re not alone. Managing tasks effectively isn’t about working harder; it’s about working smarter. Two tools I use daily to stay focused and productive are the Eisenhower Matrix and the Pomodoro Technique. 𝗧𝗵𝗲 𝗘𝗶𝘀𝗲𝗻𝗵𝗼𝘄𝗲𝗿 𝗠𝗮𝘁𝗿𝗶𝘅: 𝗗𝗲𝗰𝗶𝗱𝗲 𝗪𝗵𝗮𝘁 𝘁𝗼 𝗗𝗼 Not all tasks are equal. Some demand immediate attention, while others are distractions in disguise. The Eisenhower Matrix helps you decide what matters most and what to ignore. Here’s the small modification I use since it’s just me, myself and I, at this time: • 𝗨𝗿𝗴𝗲𝗻𝘁 & 𝗜𝗺𝗽𝗼𝗿𝘁𝗮𝗻𝘁: Do these tasks now. They have deadlines and real consequences. • 𝗜𝗺𝗽𝗼𝗿𝘁𝗮𝗻𝘁 𝗯𝘂𝘁 𝗡𝗼𝘁 𝗨𝗿𝗴𝗲𝗻𝘁: Schedule these. They move the needle long-term but don’t need immediate action. • 𝗨𝗿𝗴𝗲𝗻𝘁 𝗯𝘂𝘁 𝗡𝗼𝘁 𝗜𝗺𝗽𝗼𝗿𝘁𝗮𝗻𝘁: (Delegate these.) I look at these as a running list of somedays (Someone else would handle in a different, perfect world), but I review weekly and use the EM to determine what needs to remain and what could be eliminated. • 𝗡𝗲𝗶𝘁𝗵𝗲𝗿 𝗨𝗿𝗴𝗲𝗻𝘁 𝗻𝗼𝗿 𝗜𝗺𝗽𝗼𝗿𝘁𝗮𝗻𝘁: Eliminate them. These tasks waste time and energy. This method keeps you from drowning in busy work while ignoring what actually drives progress. Then to make the priorities happen. 𝗧𝗵𝗲 𝗣𝗼𝗺𝗼𝗱𝗼𝗿𝗼 𝗧𝗲𝗰𝗵𝗻𝗶𝗾𝘂𝗲: 𝗦𝘁𝗮𝘆 𝗙𝗼𝗰𝘂𝘀𝗲𝗱 𝗮𝗻𝗱 𝗚𝗲𝘁 𝗜𝘁 𝗗𝗼𝗻𝗲 Even with the right priorities, distractions can kill productivity. The Pomodoro Technique keeps me locked in and moving forward. • Work for 𝟮𝟱 𝗺𝗶𝗻𝘂𝘁𝗲𝘀 with zero distractions. • Take a 𝟱-𝗺𝗶𝗻𝘂𝘁𝗲 𝗯𝗿𝗲𝗮𝗸 to reset your mind. After the first sprint, I actually take 𝟭𝟬 𝗺𝗶𝗻𝘂𝘁𝗲𝘀 between 2 and 3 (coffee is required in the morning session!) • Repeat four times, then take a 𝗹𝗼𝗻𝗴𝗲𝗿 𝗯𝗿𝗲𝗮𝗸. • Short bursts of focus prevent burnout and make big tasks feel manageable. It works because it forces action. You stop overthinking, stop procrastinating, and just do the work. Getting things done isn’t about endless hours. It’s about making smart choices and staying locked in when it matters. When you combine the right priorities with focused execution, productivity isn’t a struggle; it’s a system. … And let’s be honest, none of this happens without coffee and music. As Friedrich Nietzsche said, “Without music, life would be a mistake.” And, those who know me say, “Without caffeine, mornings (and Joe dealing with people) would be impossible.” #EntrepreneurLife #SmallBusinessTips #StartupStruggles #BusinessGrowth #EntrepreneurshipJourney

Drowning in responsibilities? Balance isn't the answer. "Balance" is a myth. An overloaded schedule can cause a great deal of stress. Here are 3 techniques and examples of how to reduce your overloaded schedule through Time Management Mastery: 🎯Prioritize with Purpose: Identify and prioritize tasks based on importance and impact, allowing for a more focused and effective approach to daily activities. ➡️Example - The night before, I make a list of the tasks that have to be accomplished the following day. I circle 3 tasks on the list that must be completed. This technique helps me prioritize and clear my mind so I can get a restful night’s sleep. 🎯Batch Your Tasks: Group similar tasks together to minimize context switching, increasing productivity and efficiency. ➡️Example - Instead of adding all the activities on the shared family calendar as we go, I add them on Sundays. This allows me to look at the week ahead and helps me batch my time so I can focus on just this task. I also do the work that requires the most critical thinking in the morning. 🎯Strategic Delegation: Delegate tasks that can be handled by others, freeing up time for more critical responsibilities. Build capacity in others! ➡️Example - On weekends, we pick up and clean the house as a family. Let me share that the cleaning is not to the level I would do. Good is good enough. ---------------------------------------- You cannot achieve "balance" (an even distribution of weight) because balance makes it sound like you have to spend equal amounts of time in each area. You can achieve work-life "harmony" and be in synergy with work and your life. This will help you reduce your stress levels and overloaded schedule with the strategies above. I have used them myself and they have made a difference. What do you do to reduce your overloaded schedule? #chronicstressprevention #burnoutprevention #warriormindsetsolutions

🌟 From Overwhelm to Opportunity: My Journey as a Female Founder 🌟 Two things I am sure everyone knows all too well: overwhelm and procrastination. These aren’t just roadblocks; in my journey, they’ve become unexpected teachers. Here's a peek into how I flipped the script: Embracing the Chaos 🌪️: My life often looks like a to-do list a mile long. Initially, it freaked me out and I was tempted to go into Ostrich mode, but now I see it as a myriad of opportunities. I've learned to pick what aligns most closely with my goals to drive progress. Procrastination as a Pause Button ⏸️: I used to beat myself up over procrastinating. Then I realized, sometimes my brain just needs a breather. When you're not actively working on a project, your mind is free to explore unconventional ideasNow, when I drag my feet, I take it as a sign to step back and recharge. I allow my mind to process the problem in the background to gain deeper insights. It’s amazing what a little pause can do for your creativity! Pomodoro to the Rescue 🍅: I stumbled upon the Pomodoro Technique during a late-night Google search for productivity hacks. Working in short, focused bursts (25 minutes on, 5 off) has been a game changer. It keeps me sharp and prevents burnout. I am absolutely in love with this! Baby Steps Win Races 🐾: Breaking down massive tasks into bite-sized pieces has saved my sanity more than once. It’s like how you plan to walk 10,000 steps a day —one step at a time. Setting small, clear goals keeps things manageable and keeps me moving forward and motivated. Finding My Tribe 🤝: Sharing the ups and downs with fellow entrepreneurs isn’t just comforting—it’s empowering! Whether it’s a quick vent or swapping strategies, having a community makes a world of difference. Tech That Saves the Day 💻: I’m all about tools that keep me organized and sane. Asana keeps my days structured, Focus Keeper keeps me on track, Google Family calendar to keep the day from falling apart and last but not least, Calm helps me unwind, find my center and get a good nights rest( I have never heard the end of a sleep story). I’d love to hear from you all—what’s your take on handling the big O (overwhelm) and P (procrastination)? Got any life hacks or stories to share? Let’s make this conversation as rich as our coffee/tea! ☕️ #FromOverwhelmToOpportunity #LifeOfAFounder #StartupLife #ShareYourStory #EntrepreneurTips

Lifehacks for discipline that I am currently implementing in my life. Honestly sharing what I’m working on. 1. Finish each specific task without getting distracted Often, especially during moments of high stress, I start jumping from task to task. Analyzing a project — got distracted by an email — returned to the project — started talking to someone — and so on in a loop. This usually starts when I'm tired. But then I just need to stop with the project (or whatever I was doing), and not be under the illusion that these attention jumps help to rest. For the past week, I have been focusing on working sequentially, moving from task to task. 2. Prioritize the most important task every day and do it first In my opinion, this is the main skill. There are always a ton of things that can grab our attention. The to-do list is always long. But what is really the main thing? Without which everything else doesn't matter? So every day I choose what to tackle first. I sometimes do the most important tasks at 7-8 in the morning, even before breakfast. 3. Don't let yourself get too stressed by the end of the workday Stopping in time is also a tricky task. I’ve started noticing that by the evening I sometimes become irritable, jittery, and unable to listen to other people. It’s like with food — the feeling of fullness comes late, and it's very easy to overeat if you rely on how you feel in the moment. It's always better to underwork a bit than to overexert yourself.

🌊 Conquering the Chaos: How to Navigate Overwhelm and Find Your Calm 🌞 Imagine this: you're standing on the shore, the sun beating down,  when a rogue wave crashes over you, pulling you under its swirling current. 🌊   That's what it feels like to be overwhelmed –  tossed around by a sea of deadlines, anxieties, and responsibilities. As a coach, clients come to me feeling like they're drowning in work, relationships, or simply life itself. 🆘 Overwhelm is actually a signal from your brain that you've reached your capacity. It's like a red flag telling you to slow down and re-evaluate. So, how do we transform this feeling of being overwhelmed into an opportunity for growth? Visualization Technique: 🧘♀️ Imagine you're driving fast down a winding road, overwhelmed by the speed and turns. Now, slow down.  Take your foot off the gas, gently apply the brakes.🛑 Notice the scenery - the calming blue sky, the beautiful details. Breathe deeply. Feel the tension ease. ✨ By slowing your thoughts and focusing on the present, you regain control and find clarity. ✨ Anchor Yourself in the Present: ⚓ When we're overwhelmed, our minds tend to drift to the "what ifs"  of the future or dwell on past mistakes. This constant mental time travel keeps us feeling anxious  and disconnected from the present. Mindfulness Exercise: 🧘  Close your eyes and take a few deep breaths.  Focus on the sensation of your breath filling and emptying your lungs. Now, gently bring your attention to your surroundings. What sounds do you hear? What can you see and feel around you?  What smells are present? By anchoring yourself in the present moment,  you create a sense of calm and stability, allowing you to tackle challenges with a clear mind. Break Down the Behemoth: 🏔️ Overwhelm often feels like a giant, insurmountable mountain. But here's the thing: mountains are just a collection of smaller rocks.  Similarly, overwhelming situations are made up of smaller,  more manageable tasks. Actionable Steps: ✍️ Grab a pen and paper and list all the things that are contributing  to your feeling of overwhelm. Now, break down each item into smaller, actionable steps. ✅ By chunking down the overwhelm, you create a clear path forward,  making the task seem less daunting and more achievable. Feeling overwhelmed is a natural human experience, but by using these strategies, you can transform it  into an opportunity for growth and self-discovery. So, the next time you feel like you're drowning, remember: you have the power to navigate the waves and reach calmer waters. Ready to trade overwhelm for empowerment? Stay positive and let's journey together! 💪

Flow states are a superpower. But 99% of entrepreneurs don't know how to take advantage. Here’s how I break into (and stay in) flow for 6+ hours a day: 1) Eliminate distractions Distractions come in two forms: external and internal. External distractions: noises, people, phones, etc. What I do: • Turn off my phone • Use noise-canceling headphones • Block feeds and apps that pull me away from work Internal distractions: your emotional state—things that stress you out and make you feel overwhelmed. How I handle this: Detach myself from emotions by meditating for 15 minutes a day. This practice helps me stay grounded and focused. 2) Structure your day Your brain can only stay productive for up to 2 hours at a time. What works for me: • 1:30-2 hour work blocks • Rest for 30-60 minutes Focus on completing one task at a time Use a timer to keep myself on track The fewer tasks I focus on during each block, the more I accomplish. 3) Find your sweet spot Flow states depend on two things: timing and difficulty. Timing: Work when your energy levels are naturally highest. If you’re unsure, eliminate caffeine and observe your body’s natural rhythms. Difficulty: Flow happens when the task is just above your current abilities. Tackle challenging tasks when you feel most energized, and save easier tasks for low-energy periods. 4) Perform like an athlete More hours ≠ more productivity. Here’s how I approach my day: • 4 hours of deep work, split into 2 blocks •Rest for 30-60 minutes between blocks After 4 hours, I go for a walk, workout, or meet a friend. If I still need to work, I’ll repeat this routine. Consistency is key: This process is simple, but not easy. You will get tired, and you will have bad days. But stick with it, and you’ll achieve in 1 day what others take a week to accomplish. ------ ♻️ Enjoy this? Repost to help your network. And follow Horacio León Castillo for more like this.